You can easily create user accounts (or update existing accounts) for all your users from a spreadsheet. You can do so in the user import page, accessible from the user management area. You will first need to prepare a spreadsheet with user information.
Your spreadsheet needs to include three required fields:
- First name (required)
- Last name (required)
- Email address (required)
And you can include extra fields, such as:
- Manager e-mail address (recommended)
- Team (if the manager leads more than one team)
- Job title
- Job description
- Mobile phone
- Account status (It's a one letter code; A = Active, D = Deleted, L = Locked)
- Work phone
- Twitter username
- Skype name
- LinkedIn profile URL
- Home phone
- Home address
- Country code (Standard 2-character codes like US, CA, UK, etc... See the ISO 3166-1 alpha-2 article in Wikipedia for a full list)
- ZIP/postal code
- Date of birth (yyyy-mm-dd)
- Employee ID
- Hire date (yyyy-mm-dd)
- Exit date (yyyy-mm-dd)
What if a manager leads two different teams?
There may be situations where a manager leads two separate sets of teams. If this is the case, you would also need to add a "Team" column to your spreadsheet.
In the example below, Bruce and Jacob would be added to the Finance team whereas Selina and Aaron would be added to the Operations team. Both teams, however, would be led by the same manager.
|First name||Last name||Email address||Manager email||Team|
Here's a sample spreadsheet you can use as a template.
You can copy all the information from your spreadsheet (including the column names) and paste it in the user import page (here). Don't worry if the columns look misaligned after pasting your data. You will get a chance to review your field mappings and data in the next steps.
Once you click on "Next" you will be able to verify the mapping between your spreadsheet columns and the Primalogik fields. If your column names match the fields in Primalogik, everything will be mapped automatically. You can make changes to the mapping if needed.
Once you're OK with the mapping, use the "Preview" button to go to the next step to verify the information is being mapped to the right fields. On the preview page you will have to:
- Select the "Update existing users" if you want to update users that are already in the Primalogik 360 database.
- Select the users you want to import (and update).
- Use the "Import Selected Users" button when you're ready to execute the import.
Note that the system will not send any automatic emails or invitations to the users imported. You will be able to manually invite each user individually if you want, otherwise they will get email notifications asking them to login when they are invited to participate in a survey or appraisal.
Important note regarding dates
Primalogik 360 allows you to update any dates in the users account. The format needs to be YYYY-MM-DD (YYYY is the four-digit year, MM is the two-digit month, and DD the two-digit day). So, August 18, 1970 would be 1970-08-18.
When you export data from Primalogik 360 and import it into an external application, like Google Sheets or Excel, those tools will automatically convert dates into the local format. So, in Canada for instance, the local format is DD/MM/YYYY. If you make any modifications to these dates to re-import them (or to update them) inside Primalogik 360, you need to make sure the format is changed back to YYYY-MM-DD.
In Google Sheets you can easily select the columns for the dates and use the formatting tool to change the format like shown below:
Excel also provides similar functionality.
For more information about importing users and users privileges please refer to this video tutorial.